描述
This managed service continuously scans your expense feeds, corporate card transactions, time entries and project records to automatically match costs to projects and produce suggested billable items for client invoices. implementi.ai configures the matching rules, maintains the automation and monitors daily operation so your finance and project teams spend less time hunting receipts and more time billing accurately.
The solution is designed for project-driven businesses where missed billables and time-consuming reconciliations are frequent. We operate the automation as a subscription: we connect the agreed systems, tune matching logic for your billing rules, and keep the process running and updated as your needs change.
问题
In many agencies and professional-services firms, expense and card data live separately from project schedules and time-tracking. Teams manually collect receipts, decide whether costs are billable, search for the right project code and type a bill line into invoicing systems. Manual matching is slow and error-prone: billable items are missed, costs are misallocated to wrong projects or left unreconciled, and month-end closes require tedious corrections. As the company grows—more projects, more cards, more suppliers—the volume of exceptions increases, making late invoices and disputed charges more common and reducing cash collection speed.
该解决方案实现了哪些自动化功能
This service automates the continuous identification, classification and matching of expenses to projects and prepares suggested billing lines for invoicing and reconciliation. The managed automation can:
- Ingest corporate card feeds, expense reports, supplier invoices and time-tracking exports.
- Classify transactions as billable, non-billable or partially billable using rule-based and AI-assisted matching.
- Auto-suggest project codes, expense categories, and client-facing invoice descriptions.
- Create draft billable lines in your accounting or billing system or produce reviewable reports for approvers.
- Flag exceptions and unresolved transactions for human review with context and suggested fixes.
您的企业将获得什么
- Recover missed billables. Automatically surface expenses and time entries that should be billed to clients but are currently unrecorded, reducing lost revenue and manual chase work.
- Faster invoicing cycle. By producing prepared bill lines and reducing reconciliation time, billing runs are completed sooner and with fewer corrections.
- Consistent client descriptions. AI-suggested, standardised invoice descriptions and category mappings reduce client queries and dispute rates during invoicing.
- Lower finance workload. The automation and managed service reduce repetitive matching tasks so accounting and project managers can focus on approvals and exceptions.
- Audit-ready traces. Each suggested match includes source data and decision rationale, making client billing and internal audits faster and clearer.
一个实际应用案例
For a mid-size digital agency running dozens of simultaneous projects, expenses come from corporate cards, consultants’ expense reports and ad-hoc supplier invoices. Previously, project managers forwarded receipts by email and finance manually matched costs before monthly invoices. With this service, transaction feeds and time entries are continuously analysed; billable items are matched to the right project and presented as draft invoice lines for approval. Finance reviews flagged exceptions only, accelerating the billing cycle and reducing the number of missed client charges that previously slipped through the cracks.
为谁而设？
- Digital and creative agencies — frequent project expenses and variable billing rules require automated matching to avoid lost billables.
- Professional services firms (consulting, engineering, legal) — complex projects and client billing need consistent allocation of expenses and time.
- Managed-services/IT providers — recurring projects and subcontractor costs benefit from automated project-level reconciliation.
- Project-heavy teams inside larger companies — central finance teams who want to improve project accounting accuracy without increasing headcount.
月度服务包含哪些内容
The monthly subscription covers the operating automation and ongoing managed service elements required to keep project expense matching working and useful.
- Configuration and operation of the agreed automation connecting the systems you approve.
- AI-assisted classification and daily processing of transactions, with monitoring of the automation’s operation.
- Handling and fixing automation errors, tuning matching rules and reasonable configuration updates as your billing rules evolve.
- Ongoing maintenance of connectors and adjustments to keep suggested bill lines aligned with your accounting and project codes.
何时可能不需要此解决方案
- Very small businesses with few monthly transactions and no need for project-level billing — manual processes may be sufficient.
- Organisations that do not bill clients for project expenses or do not require project-level allocation — this product focuses on billable allocation.
工作原理
- 连接数据源。. We connect the agreed systems — accounting, card provider or expense platform, project management and time-tracking — using APIs, secure file transfers or agreed export methods.
- Ingest and normalise transactions. Incoming card charges, expense reports, supplier invoices and time entries are normalised into a common transaction format so they can be compared against project records.
- AI-assisted classification. The service applies rules and AI models to classify each transaction as billable, non-billable or partially billable and suggests the appropriate project code and expense category.
- Match to project and client. The system searches project records, time entries and recent invoices to find the best match; if multiple matches are possible, it ranks suggestions and attaches supporting evidence.
- Produce draft bill lines. Matched, billable items are converted into draft invoice lines or a reviewable billing report and queued for finance or project-manager approval.
- 上报异常。. Transactions that cannot be confidently matched are flagged with reason codes and recommended actions for a human reviewer to resolve.
- Continuous tuning and monitoring. implementi.ai monitors daily operation, fixes connector issues, tunes matching rules based on feedback and applies reasonable configuration updates as your processes change.
工作流示例
For example, imagine a company that runs multiple client projects and issues corporate cards to project leads. A card transaction for a cloud-service invoice arrives and is ingested by the automation along with the project time entries and the client contract code. The AI classifier recognises the vendor and maps the expense to Project Delta, marking it as billable to the client. The automation suggests a standard invoice description and creates a draft bill line in the accounting system for finance review. If the vendor or amount doesn’t match any project rules, the transaction is flagged and routed to the project manager with suggested project matches and the original receipt attached.
集成
典型系统
The service typically connects to accounting systems (examples: Xero, QuickBooks Online, Sage Intacct, NetSuite), project/PSA and time-tracking platforms (examples: Harvest, Toggl, Mavenlink), corporate-card and expense platforms (examples: Ramp, Brex, Airbase) and CRM or billing systems if billing runs live from those records. Other systems can potentially be connected using agreed methods; final compatibility is confirmed before launch.
连接方法
We use available APIs and native integrations where supported, secure webhooks for real-time events, or scheduled imports via CSV/SFTP when APIs are not available. Google Sheets or secure file feeds are options for manual-export workflows. The chosen connection method is confirmed during scoping to match your systems and security practices.
我们希望贵公司能提供以下内容
Before launch we agree the systems to connect, sample transaction and project data, your billing and approval rules, and the desired destination for draft invoice lines or reports. We also need decision rules for partially billable items and a contact for approvals/exceptions. Compatibility and the exact access method are confirmed and agreed before implementation.
常见问题解答
Which systems can you connect to?
We can connect to most modern accounting, expense and project systems via API, webhooks or scheduled file imports. During scoping we confirm exact compatibility with your platforms.
How are matches reviewed before invoicing?
Matched billable items are produced as draft invoice lines or a reviewable report. You decide whether approvals are required for all suggestions or only for exceptions above set thresholds.
Can I customise what counts as billable?
Yes — billing rules and category mappings are part of the initial configuration and can be tuned over time. implementi.ai applies reasonable configuration updates as part of the monthly service.
What happens with unmatched or ambiguous transactions?
Transactions that cannot be confidently matched are flagged with suggested actions and supporting evidence; these are routed to the nominated reviewer for a decision and the outcome improves future matching.
How do you handle sensitive financial data?
We agree the access method and required data before implementation. We operate and monitor the automation and handle connector fixes as part of the monthly subscription; specific security arrangements are confirmed during onboarding.
How does implementation start?
We begin with a scoping session to list systems, sample data and billing rules. Launch time depends on the number and type of integrations and the complexity of your billing rules; we confirm timing during scoping.
价格
激活费涵盖商定的自动化范围的初始配置、实施和上线工作。.
月度订阅费用涵盖了自动化服务的日常运行、维护和管理。.
具体范围和最终的月费将在上线前确定。.
准备好将此流程自动化了吗？
Tell us which accounting, project and expense systems your company currently uses and an example of a missed billable expense.
我们将确认该解决方案的接入方式、适用范围以及最终的月度订阅费用。.
